Job Requirements
NQF level 4. No experience required.
Duties
To provide registry services. Distribute documents to the department cluster committees and external role players. Handle telephonic and other enquiries received. Receive, register, sort, and distribute incoming and outgoing mail, memos, and official documents between the Chief of Staff, the department, cluster committees, and external stakeholders. Track and trace files and control the physical or electronic movement of documents within the office. Attend to clients. File all documents. Receive all mail, sort, register and dispatch mail. Distribution of files and mail monthly. Opening and closing files according to record classification system. Filing/storage, tracing (electronically/manually) and retrieval of documents and files as required. File and retrieve documents systematically according to the approved departmental file plan and regulatory guidelines (such as the National Archives and Records Services Act). Open and close files, assign folio numbers, and maintain safe custody of confidential or sensitive records. Prepare and process older files for archiving or legal disposal. Complete index cards for all files and maintain accurate records of file movements. Provide general support in the office of the Chief of Staff. Assist with routine office tasks such as photocopying, scanning, digitizing paper records, and operating office machines (like franking or fax machines). Control and manage office stationery and stock supplies for the executive unit. Answer or direct general telephonic and walk-in enquiries to the appropriate staff members. Support logistical or procurement tasks, such as ordering stationery and basic equipment for the section. Control stocks and stationery as chief user clerk for the Chief of Staff. Check and count the stationery on hand every week or month (Stocktaking). Cross a certain threshold so that when the stock of ink, paper, or pens reaches that level, order immediately before it runs out. Prepare and submit new stock requisitions to the Procurement/Supply Chain department after obtaining approval from the Chief of Staff. When the stock arrives, compare it with the Delivery Note and original Purchase Order to ensure you received the correct items and in the correct quantity. Make sure there are no damaged or malfunctioning items before you officially accept them. Store supplies in a locked and secure place (Stationery Cupboard/Storeroom). Store items neatly and systematically (e.g. separate papers from pens). Provide messenger and driver support services. Coordinate with transport clerks or drivers to schedule urgent document drop-offs, inter- branch deliveries, or collection of time-sensitive packages for the Chief of Staff. Provide logistical support for meetings. Distribute meeting folders or digital briefing packs (agendas, minutes of previous meetings, and background reports) to attendees. Handle and file all incoming meeting requests, official invitations, and RSVPs to maintain an accurate guest list. Locate and bring forward historical records, policy files, or past correspondence required for reference during meetings. Ensure all meeting documentation is properly registered, indexed, and tracked in the department’s Electronic Document and Records Management System (EDRMS).
What is the Salary
R237 453 per annum (Level 05), (plus benefits)
Location
Johannesburg
How to Apply
Ms. Nonhlanhla Mabuza at (071) 549 0209
To apply for the below positions, please submit your application strictly online at http://professionaljobcentre.gpg.gov.za. No hand-delivery or emailed applications will be accepted.
Apply Before:
27 November 2026
Reference No:
REFS/057183
Additional Information
This position is linked to the term of office of the Member of Executive Council (MEC).
